(UPDATED 2024) Assign presentation consent or disclosure forms in bulk using the new Session Type/Activity Type grid located under Forms -> Presentation Forms. Access a comprehensive summary by clicking on the cheat sheet inside.
(UPDATED 2024) Assign presentation consent or disclosure forms in bulk using the new Session Type/Activity Type grid located under Forms -> Presentation Forms.
Access a comprehensive summary by clicking on the cheat sheet provided below:
1. Use advanced search functionality to search for CME sessions or presentations by either Session type, Session title, Category, Room, Date, Presentation Id, Control #, or extra session field 2. After applying filters, use the “Select all” button to choose all presentations on the list. Click the lightning bolt icon labeled “Change data” and select “CME review status.”
3. Change the blank CME review status to “Review Required.” Click on Verify Change.
On the Presentations dashboard, administrative users have the option to perform custom bulk actions on their selected presentations. This feature allows you to edit the Session Role Status for one or multiple presentations using the lightning bolt icon.
The Presentations dashboard allows administrative users to edit the Session Role Status for one or multiple presentations using the lightning bolt icon.
Session Role Statuses apply not only to Abstract Submissions but also to any slotted control in any session type. In Campaigns, Session Submission, and Session Builder (Organizer) users can edit these statuses. However, it’s important to note that a Session Role Status cannot be attributed to controls that are not slotted in sessions.
To change the Session Role Status, follow these steps: 1. Select the checkbox of the presentation(s) you wish to edit. Alternatively, you can select all presentations by clicking the three dots over the boxes and the “Select all” 2. Click on the “Lightning bolt” icon located at the top-right of the list 3. Select the “Session Role Status” option 4. Choose the new Session Role Status you would like to apply to all the selected presentations from the drop-down list 5. Finally, click the “Verify Change” button to apply to the status selected presentations.
Undefined: This status is set by the client to remove controls from module inclusion or display. Invited: The client designates this status before sending campaigns to ‘invite’ a presenter. It is typically used prior to the presenter ‘confirming’ their role. Primary: This is the default status when a presentation is created. Confirmed: This status indicates that the presenter has confirmed their participation in the meeting for this presentation. Alternate: Clients or end users can assign this status to alternates as backups for primary presentations (chairs/presenters). Non-Responsive: This status is used when an end user is not responding to communications regarding the confirmation of their presentation. Unable to Attend: This status is used to indicate that someone is unable to physically attend the meeting. It can also be used to set a ‘cover slide’ in cAttendee for presentations that are not uploaded. Declined: This status is applied when a presenter declines to participate in the meeting.
It’s also important to mention that Session Role Status can be automatically set based on the configuration of a campaign step (accept/decline response).
The following are the defined Session Role Status options:
Undefined: This status is set by the client to remove controls from module inclusion or display. Invited: The client designates this status before sending campaigns to ‘invite’ a presenter. It is typically used prior to the presenter ‘confirming’ their role. Primary: This is the default status when a presentation is created. Confirmed: This status indicates that the presenter has confirmed their participation in the meeting for this presentation. Alternate: Clients or end users can assign this status to alternates as backups for primary presentations (chairs/presenters). Non-Responsive: This status is used when an end user is not responding to communications regarding the confirmation of their presentation. Unable to Attend: This status is used to indicate that someone is unable to physically attend the meeting. It can also be used to set a ‘cover slide’ in cAttendee for presentations that are not uploaded. Declined: This status is applied when a presenter declines to participate in the meeting.
These Session Role Statuses apply not only to Abstract Submissions but also to any slotted control in any session type. In Campaigns, Session Submission, and Session Builder (Organizer) users can edit these statuses. However, it’s important to note that a Session Role Status cannot be attributed to controls that are not slotted in sessions.
It’s also important to mention that Session Role Status can be automatically set based on the configuration of a campaign step (accept/decline response).
To expedite bulk changes to presentation data in Presentation Management or Virtual Meeting applications from an external source, administrators can save time by exporting and then re-importing the presentations. This approach is particularly beneficial for large meetings.
1. Click the horizontal three dots and choose all presentations or a custom selection. Alternatively, filter using advanced search (e.g., by ePoster Session type), and Select All. 2. Click Export > Presentation Data – Required fields: Presentation key and PresentationID (i.e., the Presentation key field is used to match the update. Do not change either of these two fields) 3. In this particular example, we intend to modify the presentation times. Therefore, we will select the Start Time, Duration, End Time, and Presentation title (for our own reference) as the fields to be updated. Click Next and open the downloaded file.
4. Make sure to change the Number Format for the selected cells to “Text”
5. To ensure that the presentation dates fall within the session date range and can be imported, we will cross-reference the top image displayed in cAdmin, which shows the view of the Sessions’ start and end times.
6. Enter the StartTime, Duration, and EndTime of your presentation into the Excel document, ensuring they fall within the Session date range. In this example, we set the presentation times to start at the beginning of the session’s Start date/time. Save the document to your computer.
7. In cAdmin, under the Presentations dashboard, click Import and then Browse.
8. Select the following checkboxes, excluding Duration, as it will auto-calculate. Click Verify Data.
9. Click Confirm.
10. Click on the “Close” button. A message will appear indicating the number of presentations that have been successfully imported. If you do not see the success message, please repeat the process.
11. You can verify the accuracy of your presentation times by checking the Presentations dashboard. This will allow you to ensure that the times are correct.
Please note: – Presentation Dates MUST be in the session date range, or it will not import (and will not show any validation error). – Do NOT use tabs – any tabs in the file will shift cells around because it is a tab delimited file. – SED fields do not update.
An administrator assigns created presentation consent forms to the presentations on the Presentation dashboard or Presentation details. Then a presenter logs into the Portal and fills out the presentation consent form.
(UPDATED 2024) Assign presentation forms in bulk using the new Session Type/Activity Type grid located under Forms -> Presentation Forms.
Access a comprehensive summary by clicking on the cheat sheet provided below:
If no presentation chatrooms have been created or you need to add Presenters to chatrooms, follow these steps: 1. Go to the Presentations dashboard 2. Select the presentation boxes you would like to add chat notifications for presenters. Use the advanced search to filter the presentations 3. Click the bulk action icon “Add chatrooms” 4. Check “Add presenter to chatroom” 5. Click “ADD”
Check the Chatrooms for Presenters 1. Go to Onsite > Chatroom dashboard 2. Select a Chatroom 3. Make sure the Presenter flag is checked for the presenters that want to receive the chatroom notifications. Unchecking the flag below unassigns the presenter from the chat email notifications at any point.
The CME review status is accessible on the Presentation dashboard, enabling meeting organizers to filter presentations based on specific CME review statuses and track the progress of CME presentations.
Any presentation not manually designated as “Review Required” will display a “blank” CME review status. Further details on this can be found in the section above titled “Assigning Presentations from the Presentations Dashboard to the CME Reviewer.”
1. Navigate to the Presentation details 2. Under Media items, click “Replace media item file”
3. Select the file to replace. Do not exit out of the upload process. Larger files may take a few minutes, depending on internet connection. The page will update automatically when finished.
4. Larger updated files (e.g., one-hour videos) might say “Pending” or “Processing” – you may need to reload the page to view the updated status.
NOTE: The analytics will not be impacted because they are linked to the presentation. However, the updated file name will be reflected if changed in the “Video views” exported analytics.
CTI has implemented a new process to store media upload completion status on the Presentations dashboard allowing administrators to quickly use the Advanced Search function to view Completed or Incomplete presentations. When a presenter finishes the uploading presentation(s) process to their Portal, the Presentations dashboard field “Completion status” in cAdmin will turn “Complete.”
CTI has a process to store media upload completion status on the Presentations dashboard allowing administrators to quickly use the Advanced Search function to view Completed or Incomplete presentations. When a presenter finishes the uploading presentation(s) process to their Portal, the Presentations dashboard field “Completion status” in cAdmin will turn “Complete.”
Uploaders in Portal will see green and red indicators that presentation upload(s) are either complete or incomplete, shown below:
Uploaders clicking “Only Incomplete” in the top right corner to show only incomplete presentations below:
Suppose an ePoster file is not playing audio on cAttendee. In that case, you need to convert the ePoster file with no audio to an mp4 by going to the presentations tab on cAdmin, searching for the specific control number, downloading the file, converting it to an mp4, and replacing the old file. Please see the outline below:
1. On the attendee page, go to the specific poster and copy the control number at the end of the URL:
2. Go to the admin backend, navigate to “Presentations,” and search for the specific control number:
3. Go to the file, you will see the information regarding the uploaded file
4. Download the existing file via the download option, convert it to MP4 on your device
5. Replace the existing file with the new mp4 using the replace icon. Choose the file and upload it
6. It will upload, and you will be able to see it on the platform:
7. Once uploaded, you can play the audio on the platform:
There is also an occasional need to simply “hide” presentations from being visible in Portal. A use case of this functionality in the new hybrid meeting environment is hiding the PPTX upload for a previously planned on-site speaker who has changed to a remote speaker and who now must upload an MP4 file for their presentation.
As with “locking” presentations, the hide function is turned on and off by Presentation ID. This may be done in bulk using the “lighting” icon on the Presentation dashboard, and individually in the Presentation details page within the Session room/presentation management card. The function is called “Hide from Portal”. Turning the pillbox “On” will hide the presentation from users in the Portal.
There is also an occasional need to simply “hide” presentations from being visible in Portal. A use case of this functionality in the new hybrid meeting environment is hiding the PPTX upload for a previously planned on-site speaker who has changed to a remote speaker and who now must upload an MP4 file for their presentation.
As with “locking” presentations, the hide function is turned on and off by Presentation ID. This may be done in bulk using the “lighting” icon on the Presentation dashboard, and individually in the Presentation details page within the Session room/presentation management card. The function is called “Hide from Portal”. Turning the pillbox “On” will hide the presentation from users in the Portal.
cPortal is the collection point for all presentation management materials in the CTI workflow platform. From the Presentations tab, speakers upload live and remote materials for any hybrid meeting. In some workflows, especially those involving a presentation review for CME or CE purposes and for cases where the presentation will be manually edited to add Audience Response System (ARS) slides into the presentation, customers may require that presentations are “locked” once they are uploaded.
Locking a presentation ensures that any editing of the presentation for the ARS and any peer review completed by volunteers is not overwritten by a speaker uploading a new version of the presentation. The cPortal user will still be able to see the file in the Portal, but to make any changes to the file, would need to contact the meeting administrators.
cPortal is the collection point for all presentation management materials in the CTI workflow platform. From the Presentations tab, speakers upload live and remote materials for any hybrid meeting. In some workflows, especially those involving a presentation review for CME or CE purposes and for cases where the presentation will be manually edited to add Audience Response System (ARS) slides into the presentation, customers may require that presentations are “locked” once they are uploaded.
Locking a presentation ensures that any editing of the presentation for the ARS and any peer review completed by volunteers is not overwritten by a speaker uploading a new version of the presentation. The cPortal user will still be able to see the file in the Portal, but to make any changes to the file, would need to contact the meeting administrators.
We offer support for comma-separated values in advanced search for integer fields to efficiently filter records. Only Advanced search fields marked with the “target” icon accept such comma-separated lists – either typed in or pasted in.
An offset of the session start time. Options include the five minutes, fifteen minutes before the session is scheduled to begin (in meeting time zone set in Settings > Meeting Info & Setup)
Other/Manual entry. If the session or presentation start time or the standard intervals don’t match the needs of a specific meeting, we’ve also offered the ability to enter a specific date/time in the embargo until field. For smaller meetings, a specific date/time can be entered directly on the card (in meeting time zone set in Settings > Meeting Info & Setup)
An offset of the presentation start time. Options include the five minutes, fifteen minutes before the presentation is scheduled to begin (in meeting time zone set in Settings > Meeting Info & Setup)
The embargo date and time set for the presentation’s abstract (this is the default and allows the existing function linking the abstract embargo to the media content embargo to continue without any updates if there is a scheduling change) – in meeting time zone set in Settings > Meeting Info & Setup
Create a template-based presentation file management system that will control how many files and which file types can be uploaded for a presentation. This will also enable tracking to see if the upload for each file is complete.
Only one collection template needs to be assigned for each session type.
After a file or files are completely uploaded, quickly preview any presentation without having to download the file to your computer. To change the review settings, go to the gear in the upper right-hand corner and toggle on and off.
Quickly communicate with all presenters scheduled in a specific session by doing an advanced search of either the session ID or session title, click checkbox to select the presentations scheduled for that session and then click “Communicate” icon to add those presentations to a campaign.
To add presenters to a campaign, click on the 3 dots icon and select “By Presentation IDs.” This allows you to paste in a list of presentation ID numbers (up to 500 at a time) that you can then add to a campaign. After pasting in control numbers, click “Communicate” icon and select “via Campaign.”
• This new dashboard provides in-depth information for all presentations scheduled with options to contact presenters and manage presentation details.
This new dashboard provides details about all presentations scheduled (invited speakers, faculty members, chairs, abstract submissions, etc). This dashboard gives you options to contact all presenters within a specific session (via email or campaign/notification), manage the location of their presentation, view a copy of their presentation materials, and view any applicable disclosures submitted by the presenter. All this information (and much more), easily accessible from the Presentations Dashboard!
Title for each Session component. This can be the Title of the Abstract or the Title for a participant’s role in the Session like Chair (i.e. some Activity Titles are the same as Activity Types).
